Step-by-Step Procedure


Create an Expense Report

A Report is required to properly account for expenses paid with Lodge Card or One Card and to reimburse the traveler for out of pocket expenses.

Steps to Complete

1.) Log in to Concur using your Duck ID and password.
2.) From the top menu bar, navigate to Requests.

3.) Locate the Request associated with the trip you are reimbursing.
4.) In the “Action” column on the right, click on the blue “Expense” button.

5.) Report Header

Most fields will carry over from the Request. This is your opportunity to make corrections or add additional info.


Report Header

6.) Verify or enter required fields. (All fields marked by a red bar are required.)

• Select or verify the correct policy. (UO policy for employee travel, Guest Policy for non-employee or student travel.)

• Expense Report Name: Include Destination, Date of travel. If guest travel, use the guest name as part of the report name.

• Report/Travel Start Date – enter the date traveler departed

• Report/Travel End Date – Enter the date traveler returned

• Traveler Type – Select from the drop-down

• Trip Type – Select from the drop-down

• Does this trip include personal travel? Select from drop-down

• Personal dates of Travel- fill in

• Business purpose – Should be complete and thorough enough to demonstrate the benefit to the UO.


Provide Business Purpose for travel

Enough detail should be included so anyone unfamiliar with travelers department or program will be able to determine the benefit to the UO. DO NOT USE acronyms.


1.) Inadequate Descriptions:

Attend Conference
Research Book
Collaboration
Meet with Colleagues
Site Visits
Give a lecture
Speaker

2.) Adequate business purpose descriptions with additional notes to offer supporting details:

Attend and present at the Gatlinburg Conference on Research and Theory in Intellectual Disability. The conference is March 5-7 at Hotel Allegro in Chicago, IL. This is in support of xxx grant objectives. Two personal days at end of the trip. Comparison airfare quote attached shows business only price is more than actual air expense.

Field trip to the Mojave Desert to study vertebrate fossil sites. Research agenda, grant abstract attached.

In state mileage for fall term to attend events, board meetings and town hall meetings, meet with alumni, conduct student recruitment, and meet with marketing representatives and UO colleagues to discuss recruitment efforts. Specific trip details outlined in the attached mileage log.

Warnings:
7.) Click Next in the bottom right of the screen

Travel Allowances Pop-up will open


8.) Click Yes if Meal Per Diem or Lodging expenses will be included
Itinerary - Meal Per Diem and Lodging (Travel Allowance)

How to use available itinerary or create a new itinerary for Meal Per Diem and Lodging. (Travel Allowance)


1.) Available itinerary

If an itinerary was built into the Request and the date has passed, it will show in your available itineraries. Select the correct one to use it, or create a new itinerary. Note, if you have trips that overlap, you may see the dates grayed out and unavailable. Contact the Travel Office for assistance @ 6-3100

2.) Create New Itinerary

Complete all required fields for the first stop. This is the travel day.

3.) Complete all required fields for second stop

This should be return travel day.

4.) Meals provided

If meals were provided, click in the box for that meal on the grid. Do not exclude any meals on travel days. Concur automatically calculates 75% of GSA for those days. In this example, lunch was provided each day.

5.) Hotel paid with One Card

If hotel was paid on One Card, click on Import Expenses. Click on the correct item from Available Expenses, Click Move.

6.) Hotel paid with personal card

If hotel was paid with personal card, click on +New Expense

7.) Create hotel expense

Select Hotel from the Expense Types on the right side of the screen. Complete the required fields, enter any info or comments that may be helpful to explain unusual circumstances.
Click the Itemize button. Enter Check in Date. Room Rate, Room tax. Any additional charges such as parking can be added in the Additional Charges section. In this example, parking was charged each night. This works if the charges were the same each night. If they were variable, additional instructions will be provided (To be created by Travel Office and published soon,)

8.) Attach Receipt for lodging
Warnings:
9.) Continue adding new expenses as needed

Complete required fields for each expense. Upload receipts.


10.) Add supporting documentation

The IRS says supporting documentation substantiates the business purpose of a trip and shows benefit to the individual and institution.

Attach by going to New Expense - expense type 08. Other> "Conference Info and Agenda" or "Other Supporting Documentation."

Complete required fields. Click Attach Receipt>Select receipt from your Available Receipts or from a location on your computer.


11.) Submit Report or Notify Employee

If you are entering the report as a delegate, click the orange Notify Employee button. If you are the traveler, click the Submit Report button.